11-4-13 MinutesCity of Scandia Parks and Recreation Committee
November 4, 2013
Members Present: Greg Zauner (Chair), Matt Rasmussen (Vice -Chair), Mike White, Pam Arnold,
Alex Bildeaux, Dan Lee (City Council Representative)
Staff Present: Kristina Handt (City Administrator), Tim Kieffer (Public Works Director) and Judi
Negus (Office Assistant)
Chair Zauner called the meeting to order at 7 p.m.
PUBLIC FORUM
No comments were received.
APPROVAL OF AGENDA
Chair Zauner recommended the addition of Wind in the Pines signage to New Business in the
agenda. Motion by White, seconded by Rasmussen, to approve the agenda as amended. The
motion carried 5-0.
APPROVAL OF MINUTES
Motion by White, seconded by Rasmussen, to approve the October 7, 2013 minutes. The
motion carried 5-0.
REPORTS
Chair's Report
Chair Zauner identified a discrepancy in his report and Handt's report regarding the closing of 209th
Street during Vinterfest. Handt reported the City Council did not approve closing 209th Street to
Olinda. Handt also questioned the need to close Oakhill during Vinterfest.
Staff Report
Negus reported that Camp Lakamaga staff has not received any completed surveys from the
summer programs. Negus suggested providing a staff report at a future meeting to include a draft
survey for residents and students to help determine the needs of the community for future Parks and
Recreation programs.
OLD BUSINESS
Vinterfest
Scanley Cup Special Event Permit: Corey Roberts reported he has three teams signed up for the
hockey tournament without advertising and hopes to have 6 to 10 teams registered by the first week
in January 2014 in order to allow sufficient time to coordinate and prepare a tournament schedule.
Roberts plans to advertise the tournament next week using Facebook and promotional materials.
Roberts reported the Lions would not be selling alcohol. Although it won't be advertised, alcohol
could be brought to the event.
Rasmussen questioned if the Scanley Cup was a trophy. Roberts shared he is working on a "red
Solo cup" trophy and will provide copies of what he is proposing.
The Committee addressed the discussion items noted in Roberts' Special Event Permit Application.
Handt recommended that 209th Street should be closed from the Community Center parking lot
entrance to the east entrance of the church parking lot. Handt shared that Officer Majeski felt there
was no need for additional law enforcement at the event and medical services provided by Lakeview
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Scandia Parks and Recreation Committee
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ambulance would be sufficient. In regards to insurance, Handt suggested it would be ideal to have
the City named as an additional insured on Roberts' policy; however, a signed waiver by hockey
tournament participants would be acceptable.
White questioned what type of barrier would be used for the slap shot contest. Roberts agreed to
look into a net system to set up during the contest.
The Committee agreed there should be sufficient restrooms available in the warming house and
Community Center during the event. The need could be re-evaluated for future Vinterfest events.
Handt questioned if there was a need for additional garbage or recycling receptacles. Roberts
offered to help should there be a need for more receptacles.
Handt reported Mayor Simonson is working with Dean Boraas to fix the AV system in the warming
house. If Roberts needed a mobile AV system, he would have to provide one.
Roberts informed the Committee he plans to purchase banners to advertise the fundraising hockey
tournament and place them on site.
Motion by Arnold, seconded by White, to recommend approval of Roberts' Special Event
Permit Application by the City Council. The motion carried 5-0.
Loppet/Promenade/Survival Workshop:
Arnold shared the loppet, promenade, and survival workshop events will run from noon until 3:30
p.m. Arnold will work with staff to create a pre -registration form for the events prior to the December
meeting. The Gammelgarden will be open to accept registrations for the events. Arnold
recommended Vinterfest and Loppet/Promenade/Survival Workshop have two separate promotional
materials. Since the Ioppet is not a race, Arnold agreed to change "Loppet" to "Tour" in the
promotional materials. Joe's Outdoor Sports Shop will provide free skis/boots and poles on a limited
basis. 45 degrees will provide discounted rental of equipment. Arnold is seeking donations for
children European sizes 36 or 35 boot ski packages.
Arnold is seeking Girl Scout volunteers to provide support during the survival workshop. Handt
recommended Arnold solicit local Girl Scout troop involvement.
Arnold asked if it would be acceptable to have a vendor selling hot chocolate on the Ioppet trail.
Handt informed the vendor would have to comply with our current vendor requirements for insurance
and provide a Certificate of Compliance.
Arnold will be providing a color promotion for the events and a separate black and white promotional
piece to go home with Scandia Elementary students. Arnold plans to provide these to Negus by
November 27 in order to include these in the December 2 agenda for Committee approval.
Arnold recommended the Ioppet trail be rerouted to leave Gammelgarden and return via Elim
Cemetery. Arnold and Kieffer will meet to discuss the trail and trail preparation. Kieffer offered the
use of the City skid trailer for transferring the trail -making equipment. Arnold is also in need of a
powerful snowmobile for use in preparing the trail.
Marine Library: Handt reported the Marine Library will have a book sale in the Heritage Room during
Vinterfest.
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Scandia Parks and Recreation Committee
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Publicity/Schedule of Events: Negus shared the snow sculpture contest flyer and the updated chili
cook -off rules.
NEW BUSINESS
Closing of Log House Landing for Triathlon
Handt reported the Scandia Marine Lions would like the City to close the Log House Landing from 6
a.m. to noon on Saturday, July 12, 2014, during a triathlon. The triathlon would start at Log House
Landing. The Lions would supply shuttle busses from the Hay Lake Lions Park to the start.
Motion by White, seconded by Rasmussen, to recommend closing Log House Landing from 6
a.m. to noon on Saturday, July 12, 2014, for the triathlon. The motion carried 5-0. Handt will
postpone request for City Council approval until the Special Event Permit Application is submitted.
Project Priority List
Chair Zauner provided a list of projects he recommended for Committee consideration. Handt
questioned the need for a scoreboard at the Wayne Erickson Ball Park. Handt informed Zach
Boesel has been assigned this project and is expected to be completed in 2014. Arnold
recommended "buckthorn eradication" be added to the list. The Committee agreed to add "parking
lot" and "butterfly garden" to the projects listed under Lilleskogen. The Committee agreed that an
annual report would help identify its goals and accomplishments.
Wind in the Pines Signage
Chair Zauner reported inaccuracies in the Wind in the Pines sign. Kieffer recommended since the
sign has already been approved and installed, no action should be taken.
AGENDA FOR NEXT MEETING
The Committee agreed on the following agenda items for the December 2, 2013 PRC meeting:
1. Vinterfest
2. Parks and Recreation Survey (?)
Bildeaux addressed the unanswered question of whether or not to close Oakhill during the
loppet/promenade/survival workshop events. The Committee agreed Oakhill did not need to be
closed. Arnold agreed to provide volunteer helpers to cross.
ADJOURNMENT
White, seconded by Arnold, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 9:07 p.m.
Respectfully submitted,
Judi Negus
Office Assistant